Request for Quotation (RFQ) for Digital Communications Services

Introduction

The NC Great Trails State Coalition is seeking a qualified and experienced digital communications

service provider (freelance professional or agency) to manage online presence and digital

engagement of the coalition’s social media platforms and other digital communications, building

on the success of 2023 NC Year of the Trail and launch of the Great Trails State brand in 2024.

Digital communications goals are to promote all types of trails, raise awareness about the benefits

of trails, promote trail events, and engage with the public, members, elected leaders, and other

stakeholders across the state, through website management, social posts, blogs, and newsletters

to maximize reach and exposure.

About the Great Trails State Coalition

The Great Trails State Coalition is a statewide coalition with 110 nonprofit, local government and

industry members working together to advocate for sustained state funding for trails and lead North

Carolina’s new brand as The Great Trails State. Please visit www.greattrailsnc.com,

www.greattrailsstatecoalition.org, and www.youtube.com/@greattrailsnc.

Scope of Work

The selected provider will be responsible for digital communications for the Coalition, including

managing and growing the coalition’s social media presence on established and potential

platforms: Facebook, Instagram, LinkedIn, YouTube and others as appropriate. The scope of work

includes, but is not limited to, the following:

Digital Communications Strategy: Work with Coalition leadership to develop and implement a

comprehensive digital communications strategy that aligns with the Coalition’s goals and targets

both new and existing audiences. Provide recommendations on ways to reach broader audiences

and measure success.

Brand Voice & Messaging: Maintain consistent brand voice, messaging, and visual aesthetics

across all platforms to strengthen the Coalition's online identity.

Content Creation & Curation: Develop, create, gather and curate content (images, reels, blog

posts, infographics, etc.) that reflects the coalition’s mission, upcoming events, and relevant trails related news from across the state, representing diverse trail types and diverse trail users, including

amplifying content from partners. Platforms and frequency:

• Original content posts once a week – Instagram, Facebook, LinkedIn

• Four reposts of trail related content from coalition members, trails users, tourism

authorities, VisitNC and others on above platforms.

Digital Newsletter Communications: Develop, format and deliver monthly digital newsletters to

the general email list as well as partners (1 each/month) through MailChimp (or other appropriate

service). Manage email lists.

Campaigns & Promotions: Support the development and execution of campaigns, and

promotions, and other initiatives especially for special events including First Day Outdoors (January

1), National Trails Day (1st Saturday in June) and Great Trails State Day (3rd Saturday in October) and

statewide conferences.

Website Management: Maintain GreatTrailsNC.com website to ensure content is current,

pertinent, and properly formatted, including event information management, and ensure site

functionality, copy updates, and troubleshooting on any other website-related topics.

Analytics & Reporting: Track social media analytics (engagement, reach, impressions, growth) and

provide regular reports. Use data to adjust strategies for optimal performance.

Collaboration & Meetings: Participate in regular meetings with Coalition representatives to review

content calendars, progress, and other key performance indicators.

Community Engagement: Monitor social media channels for public comments, messages, and

inquiries, and respond in a timely and professional manner.

Requirements

Experience & Expertise: Proven track record in social media management for nonprofits, outdoor organizations, or similar sectors. Experience in managing multiple social media accounts for large organizations or statewide initiatives.
Creative Skills: Expertise in content creation, including graphics, copywriting, video editing (as needed), and visual storytelling.
Strategic Thinking: Ability to develop and execute social media strategies that align with coalition goals and effectively engage audiences.
Analytics & Tools: Proficient with social media analytics tools (e.g., Google Analytics, Hootsuite, Sprout Social) and the ability to adjust strategies based on performance data.
Collaboration: Ability to work collaboratively with a diverse team, including staff, volunteers, and stakeholders.

Timeline

RFQ Issuance Date: December 6, 2024
Deadline for Submissions COB: December 20, 2024
Vendor Selection & Notification: January, 2025
Start Date for Services: January 2025
Project Duration: Initial contract term of 1 year, with potential for renewal.

Proposal Submission Requirements

Please submit a detailed proposal that includes the following:

Firm Overview: Background, relevant experience, and portfolio showcasing similar projects.
Approach & Methodology: A summary of how your team will approach the social media management for the coalition. Include examples of strategies used for similar organizations.
Cost Proposal: Detailed breakdown of costs, including management fees, content creation, social media advertising (if applicable), and any additional services.
Team Members: Profiles of key team members who will be working on this project, their relevant experience, and their roles.
References: At least two references from clients with similar projects (preferably nonprofits or outdoor organizations).
Budget: Less than $50,000 per year
Timeline: A proposed timeline for the first three months, including key deliverables and milestones.
Proposals must be submitted by end of day, December 20, 2024 to Palmer McIntyre at pmcintyre@piedmontland.org.

Evaluation Criteria

Proposals will be evaluated based on the following factors:

Experience & Expertise: Proven social media management experience, especially for nonprofits or similar organizations.
Creativity & Approach: Innovative ideas for content creation, engagement, and growing the coalition's brand and online engagement.
Cost: Cost-effectiveness of the proposed services, including a clear breakdown of all fees.
References: Positive feedback from previous clients, particularly in outdoor or community-focused initiatives.
Alignment with Mission: Demonstrated understanding of the coalition’s mission and target audience, as well as how the proposal supports these goals.
Submission Instructions
Proposals must be submitted by end of day, December 20, 2024 to Palmer McIntyre at pmcintyre@piedmontland.org.

Contact Information

For any questions or clarifications regarding this RFQ, please contact:

Palmer McIntyre, Coordinator, Great Trails State Coalition

pmcintyre@piedmontland.org

336-402-6551

The Great Trails State Coalition

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